How to approve Purchase Orders - NextGen

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Purchase Order Approvers and Super Approvers can see all purchase orders currently waiting on their approval in the Pending Approval tab. This guide will walk you through all aspects of approving purchase orders. 

• View your Pending Approval purchase orders
• Approve a purchase order
• Reject a purchase order
• Batch approve or reject purchase orders
• Edit purchase order coding before approval (Super Approvers only)

View Pending Approval purchase orders.

Each approver will see the purchase orders pending their approval in the Pending Approval tab. Click on a purchase order to go into the purchase order details and review the purchase order before approving or rejecting it. If you are unable to see specific purchase orders in the Pending Approval tab, ensure that you do not have any custom filters enabled which might be altering your view. 

Approving purchase orders

Click into the purchase order details view to review the purchase order coding. From here you can view the header and line item fields to ensure they are coded correctly and view the purchase order image to verify this is correct as well. Click Approve once the coding is verified to add your approval to the purchase order. 

If you are the only approver, the purchase order will move to Approved status. Your approval will be recorded on the purchase order and can be viewed by clicking the thumb icon. 

If there are multiple purchase order approvers in the workflow, the purchase order will stay in PA status with your approval recorded, and show who is remaining to approve it.

Rejecting purchase orders

Click into the purchase order details view to review the purchase order coding. Like with approving the purchase order, you can view the header and line item fields to ensure they are coded correctly and view the purchase order image to verify this is correct as well. If the purchase order needs to be rejected, click the red Reject button. 

You must leave a comment when rejecting the purchase order. The purchase order moves back to the In Progress tab in Rejected status.

Batch approve or reject purchase orders

Batch approve purchase orders

Approver can batch approve purchase orders. Select the purchase orders you want to approve, and click the green Approval button. Click the dropdown icon beside Approve to leave a comment on the purchase orders. The purchase orders then move to the next approver, or fully approved purchase orders move to the Committed tab. 

Batch reject purchase orders

Approvers can also batch reject purchase orders. Select the purchase orders you want to reject, and click the red Reject button. You must leave a comment when rejecting purchase orders. Rejected purchase orders immediately change to Rejected status and move to the In Progress tab. 

Edit purchase order coding before approval (Super Approvers only)

Users with the Super Approver role can make some coding changes to the purchase order while it is in Pending Approval status. You can learn more about the Super Approver role here.